Table of Contents

Welcome to the 2020 Association of Fraternity/Sorority Advisors Call for Programs! .................. 2

Core Competency Program Priorities .......................................................................................... 3

Annual Meeting Educational Session Formats ............................................................................ 5

Submitting Your Proposal .......................................................................................................... 7

Program Information .............................................................................................................. 8

Presentation Team ............................................................................................................... 11

Program Logistics ................................................................................................................. 12

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Association of Fraternity/Sorority Advisors Virtual Annual Meeting Educational Program Submission

Welcome to the 2020 Association of Fraternity/Sorority Advisors Call for Programs!

AFA wants to thank you for taking the time to contribute to the educational experience at our Virtual Annual

Meeting, and we know many hours go into cultivating a program idea and creating a presentation. AFA

appreciates that you are willing to share that investment with the association, so we can advance our

members' professional competencies and skills.

The 2020 Educational Programs Committee has created this guide to assist in your educational program

proposal. The guide outlines the AFA Core Competency areas the committee is prioritizing, educational

program structures, and criteria targets the committee is looking for when reviewing your proposal. The

committee’s intention is that by reviewing these items the program submitters have a clear understanding

of the educational program review process and decision making.

In order to make the learning experience meaningful, it takes members who are willing to share their

expertise. We are looking for programs that seek to enhance learning, create dialogue, and provide practical

knowledge, as well as programs that fit with the core competencies of AFA.

The Summit will have structured content around set topics. Thus, the program proposal process is going to

build out our educational offerings for the Virtual Annual Meeting hosted via the Whova app.

Historically, AFA receives a tremendous amount of program proposals for the Annual Meeting; please

understand this is a difficult and highly selective process, and acceptance and rejection are both inherent

possibilities associated with the submission.

If you have any questions, please contact Stephanie Baldwin, 2020 AFA Annual Meeting Educational Programs

chair. The 2020 Educational Programs Team is excited to review the educational opportunities submitted by

our members and peers and looks forward to the learning that will take place at the 2020 Annual Meeting.

Stephanie Baldwin, Chair | Cory Bosco | Kate Butler | Teri Cugliari | Maggie Darden | Jill Franklin | Kyle

McCoil | Travis Roberts | Jessica Ryan |

The Annual Meeting experience will look a little different this year, and we are offering two distinct

professional development opportunities.

• AFAAM Collective | Chicago, IL | December 2-3, 2020

• Virtual Annual Meeting | Whova App | December 8-10, 2020

As you prepare your program submission, here are a few key dates to keep in mind:

• Program submissions due: Wednesday, September 2, 2020, at 11:59 p.m. Pacific Time

• Program decisions will be made by Friday, October 9, 2020

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Core Competency Program Priorities

After reviewing the Core Competencies Self-Assessment data for the 2019-2020 membership year, below you will

find the Core Competency focus areas AFA is hoping to target in the 2020 Annual Meeting educational offerings.

Please note, we will provide education in each core competency areas but believe education is needed in each of

the following competencies to help move AFA members into a place of practice and proficiency.

You can find a list of all of the AFA Core Competencies here.

Program Administration

Fraternity/sorority professionals are responsible for contributing to the core functions of an

organizational unit. They must be capable of identifying, managing, planning, and executing

the basic duties of a departmental program.

Managing financial systems.

Programs should focus on:

• Creating program and departmental budgets

• Running accounting processes

• Identifying new funding sources

• Reporting financial performance

• Allocating funds appropriately

Governance

Collegiate fraternal organizations are subject to various sources of authority, each with their

own expectations. Fraternity/sorority professionals must accurately identify, interpret,

navigate, and support compliance with these expectations.

Applying relevant federal laws.

Programs should focus on:

• Freedom of association

• Freedom of speech & free speech zones

• Freedom of information

• Title IX and single-gender expectations

• Intellectual property, including copyright and

trademark

• Student privacy focusing on FERPA and HIPPA

• Taxation and finance focusing on IRS 990,

filing requirements for non-profit organization

• Fair Labor Standards Act

• Clery Act

• Anti-discrimination

• Disability

• Legislative topics impacting fraternity/sorority

life and higher education

Applying relevant local laws and ordinances.

Programs should focus on:

• Local laws and ordinances around alcohol,

zoning, and noise

• Relationships with campus and local law

enforcement

• Town and Gown relationships

• Local partnerships for community

engagement

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Fraternity/Sorority Systems

Collegiate fraternal organizations have many unique operating practices, and they operate

across a variety of functional areas. Professionals must be familiar with, provide accurate

advice about, and be able to navigate all relevant functional areas and operating practices.

Closing and reorganizing chapters.

Programs should focus on:

• Legal rights and responsibilities when closing

a chapter

• Communication with stakeholders during this

process which could include but isn’t limited

to alumni, parents, and other members

• The partnership between university and IHQ

staff and volunteers

Managing housing strategies and systems.

Programs should focus on:

• Understanding the variety of structures of

ownership

• Facility management

• Financial management

• Resident supervision

• Placement and resident contracts

• Security systems

• Options for underserved groups

• Partnerships and interactions with

stakeholders such as university housing,

housing corporations, and chapter leadership

Student Safety

Collegiate fraternal organizations present both challenges and opportunities to enhance

student safety on campus. Fraternity/sorority professionals must be familiar with the nature

of these issues, the campus partners who work to prevent them, and research-support

strategies for addressing them.

Employing research-supported approaches to

facilitate student safety.

Programs should focus on:

• Usage of relevant higher education

publication on student safety issues (College

AIM Matrix, NIAAA report, DEA prevention

guide, etc.)

• Developing and aligning initiatives with

research and theory on multiple approaches

to student’s safety that could include risk

reduction, risk prevention, health promotion,

health education, peer education,

environmental management, liability

management, crisis response, incident

response and treatment, early interacting

teams, and motivational interviewing

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Annual Meeting Educational Session Formats

As we move to a virtual experience this year, we have strategically selected the following formats. When

submitting your proposal, you will be required to select one of the following classifications of your educational

session.

Panel Discussion

Structure Discussion-based with contrasting or complementary points of view on a given topic or issue

area, moderated by a person external to the panel. Please note, the presentation team

(including the moderator) cannot be greater than five (5) people.

Attendee

Experience

Attendees will gain perspective from a variety of voices on a specific topic area of expertise.

Session Set-up Live or Recorded Session on the Whova App

Session Length 45 or 60-minute sessions

Research Paper Presentation

Structure A research-based presentation should focus on sharing key findings and implications of

original research. There will be three (3) or four (4) papers on a similar topic or theme

grouped together and a moderator will guide the presentation and conversation during the

session.

Attendee

Experience

A one-paper research brief should be prepared for an audience member to have a program

takeaway.

Session Set-up Live Session on the Whova App

Session Length 15-minutes per paper, the total session will be a 45 or 60-minute education block

Research Symposium

Structure The presentation-based session focused on the sharing and application of original, scholarly

research.

Attendee

Experience

Attendees gather practical application or impact of research in fraternity/sorority life.

Session Set-up Live or Recorded Session on the Whova App

Session Length 45 or 60-minute sessions

Roundtable Discussion

Structure Group-driven discussion on a pre-determined topic or issue area, led by a facilitator(s).

Discussion is driven by a new concept or idea (proven or unproven) that is shared with and

then discussed and further developed among those in attendance.

Attendee

Experience

Attendees actively engage to share perspective and insight.

Session Set-up Live Session on the Whova App

Session Length 45 or 60-minute sessions

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Traditional Presentation

Structure Presentation-based session on previously identified practices, theories, topics, issue areas,

publications, or programs.

Attendee

Experience

Attendees experience a lecture learning environment.

Session Set-up Live or Recorded Session on the Whova Platform

Session Length 45 or 60-minute sessions

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Submitting Your Proposal

The program proposal form is broken down into three areas:

1) Program Information Section. Describe the program concepts and the learning you envision taking place

and highlight the connection to the AFA Core Competencies.

2) Presentation Team Section. Highlight the knowledge and expertise of the presenter or presentation team

members.

3) Program Logistics Section. Describe technology needs, presentation time options, and the expectations

of an accepted program.

This section of the guide will move through the questions in each section and highlight what the Educational

Programs Committee is seeking in your response.

Remember the information provided on the form will be used in the Whova app and on the AFA website. If your

program is accepted, AFA reserves the right to modify the session title and description, as formatting requires.

As you prepare your proposal, here are a few things to keep in mind:

• Watch your character word limit! The submission cuts off, and we may not learn everything you are trying

to get across if you go over the word limit.

• The submission form will time out if left inactive for an extended period of time. Using this guide,

prepare your responses in a document and transfer to the program submission form when finalized.

• Think about the variety of audiences which exist in the fraternal world. How are you targeting learning

for the different populations?

• Know how you are moving someone forward in their Core Competency development. Make sure your

submission clearly articulates that development.

• Think about different learning styles. Structure the program in a variety of learning styles, balance

lecture, discussion, and reflection.

• Avoid cookie-cutter presentations from past Annual Meetings or conferences. Ask yourself how your

topic is currently relevant and make tweaks, so it connects to the current climate of higher education.

• No sales pitches. Educational programs can highlight products or programs but should not be perceived

as solicitations by attendees.

• No soapbox moments. Educational programs should be based on research or practice. If you are

passionate about a topic area and want to share that passion with the association, you can submit an

Ignite Fraternity proposal. Ignite Fraternity program proposals will launch on Tuesday, September 1, so

be sure to check the AFA website for more information.

• The committee is seeking programs to expand your professional and personal development. While most

Virtual Annual Meeting sessions will be rooted in professional development, think about ways you can

integrate personal development in your program or submit a program specifically about personal growth.

This can be focused on topics such as burnout, the age-old question of work-life balance, and well-being.

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Program Information

Session Format

• Use the session types outlined in the previous section to identify the structure which best fits your

program message and content.

• You are only able to select one type of program. If you would like to submit a Research Paper Presentation

and a Research Symposium session on the same topic, you will need to submit two separate proposals.

• Be sure to review the description which highlights the session set-ups for each program type to make sure

the session set-up meets your need.

Session Length

• Research Paper Presentations (15 minutes) are a set period of time, so you do not need to answer this

question.

• You can choose a 45-minute or 60-minute session, or that your program can be tailored to either a 45 or

60-minutes.

• If more time is needed, feel free to put together “Part 1” and “Part 2” of the program. Knowing the

experience will be virtual, we want to be considerate of the amount of screen time and allow for breaks.

o This would need to be two separate program submissions. Please note in your submission if this

is Part 1 or Part 2, so it will not to be seen as a duplicate submission.

Session Presentation

• All educational sessions will be facilitated through the Whova app.

• Live sessions will be hosted on the Whova app and utilize Zoom plug-ins. Participants will view the

program in real-time and can engage through polls, breakout rooms, and a live chat function.

• Recorded uploads will allow participants to view the program recording and engage in discussion and Q&A

time through a live chat function.

• Space for live sessions will be limited. AFA will work diligently to match your program to the desired

session preference, but we are unable to guarantee every live session request.

Session Title

• 100-character limit

• Use title case

• Avoid unnecessary punctuation (note, we will remove extra exclamation and question marks)

• Be thoughtful in your program title, it is the first impression someone has of your program.

• Ask yourself if the title original, informative, provocative, engaging, or thought-provoking.

• Ensure the title clearly articulates the overarching topic of your session.

Session Abstract

• 200-word limit

• Write your program abstract in future tense and in the second person.

o Pro tip: be succinct. Remove any filler or overly wordy phrases.

• This should be a composed statement which employs an educational tone, please do not use bullet points.

• Your abstract should identify the topic and overall goal of the session. The information you provide will

help us understand the purpose of your session.

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• The information provided will be used for the Virtual Annual Meeting Whova app and on the AFA website.

• If you are telling a story or moving people through an experience at your institution or organization, don’t

just tell a story, explain what to do next/share lessons learning.

• Outline what outcomes participants will implement at their place of employment.

• You can use this section to highlight what lessons your attendees will learn, highlight the skills and

knowledge they will develop, or what new ideas you will share so they can innovate their work.

• Reflect on how your program description addresses a target audience.

Session Outcomes

• 100-word limit for each outcome

o Pro tip: be succinct. Change “As a result of my program, session attendees should be able to …”

to “Attendees will …”

• Only one outcome is required, but you are able to highlight two learning outcomes in your submission.

• Your program outcomes should answer:

o What do you want the learner to be able to do after attending?

o What knowledge, skill or abilities should the learner be able to demonstrate?

The Theory/Research the Session is Rooted in

• 100-word limit

• Answer the question, what is your program based on?

o Research

o An untested idea

o Program assessment

o Theory

o Text/publication

• Provide specifics to show the fundamental concept on which your program is based.

The Primary Core Competency for Excellence in the Profession Connected to Your Session

• Select a primary Core Competency area

o View the Core Competency summary here, or the full manual here.

• You also have the opportunity to select a secondary area as well, knowing that many topics may span

multiple competencies.

The Session’s Relevance to the Selected Core Competency

• 250-word limit

• Share the competency area of focus.

• Identify the area(s) of the competency members will gain a deeper understanding.

o Example: If you selected Governance, how you will focus specifically on applying federal laws?

• Share the relevance of the program to the fraternity/sorority profession.

o How will it inform the professional practice of those in attendance?

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Attendee Level of Core Competency Stages of Development

• In AFA’s Core Competency Manual, the Stages of Development are outlined in detail; an overview is provided below:

o Unknown: Lacks awareness of basic information, concepts, and skills needed for the job. They will be exposed to basic knowledge and skills for the primary Core Competency noted for this program.

o Discovery: There is a working knowledge of basic concepts as they become aware of new facts and skills. This program will allow them to learn additional elements they can utilize to consciously and intentionally put the primary Core Competency into action in their work.

o Practice: There is knowledge of the Core Competency and experiences that exists where this competency has been put into action in various contexts. This program will allow attendees to expand on their practical experience with the program’s primary Core Competency area.

o Proficiency: Extensive knowledge and practice exist in this competency area. Attendees will synthesize the primary core competency focus across multiple areas of their work and expand ways on how they can teach this competency to others to expand on their personal growth in this competency area.

• The subject matter level reflects the familiarity of the topic to those in attendance (your audience). It is important to note, it does not represent their level of experience in our profession.

Primary Target Audience

• Options include graduate student, campus-based professional, headquarters professional, or fraternal

volunteer.

• You are only able to select one target audience. This doesn’t mean all audiences couldn’t benefit from

attending, but it allows the committee to see who will benefit the most from attendance.

Action Item Participants Will Execute

• 150-word limit

• Practical application of the knowledge gained during the Virtual Annual Meeting educational offerings is

important. We want to make sure program reviewers clearly understand how someone can put lessons

learned from this educational offering into practice when they return to their work.

• Things to consider:

o How will this learning advance the profession?

o What is the key program take away?

o How will someone become a better higher education professional by attending this program?

• Review your program outcomes from earlier and dig deeper into how someone can make this possible

from what you cover in your session.

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Presentation Team

Identify the Presentation Team

• 200-word limit

• Identify how you are the expert. Reviewers may not know who you are, so illustrate why you specifically

should be educating our membership on this topic area.

• Share how you might bring diverse perspectives or new ideas

• Subject matter expertise can be within or outside of fraternity/sorority life or higher education

Interactive Virtual Programming Experience

• 150-word limit

• In-person and virtual learning looks different. What experience does the presentation team have in

facilitating a virtual learning experience? Have they conducted community-wide training or orientation

sessions?

• Identify how you have built a connection with audiences during virtual programming.

Previous Session Presentations

• Have you presented this program at a previous Annual Meeting or at a regional student conference like

AFLV, NGLA, SGLA?

• Is this a program you present as a portion of officer transition?

• Have you facilitated this as a part of a staff development program for your office or institution?

Team Facilitation Video

• If your team has presented together in the past (either this or a different program), please share a link of

the recording.

• This can be through YouTube, Zoom Meetings, or Google Drive. Please note, if you are sharing a Google

Drive link make sure it is a public link so anyone with the link can view the recording.

• This is not required and will not limit the ability for the program to be accepted.

Presentation Team and Contact Information

• The person submitting the proposal should be listed as the content leader contact. The content leader is

the point person for the AFA Central Office as they communicate out about Annual Meeting program

submissions and logistics.

• You will need everyone’s name, title, place of employment, and email address. All or a portion of this

information may be shared in the Whova app and on the AFA website

• Keep presentation teams under three (3) presenters and have no more than five (5) people on a panel so

all voices have adequate time to share.

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Program Logistics

Presentation Team A/V Access:

• As AFA moves to a virtual platform, we want to make sure presentation teams are able to access and

engage with participants on the Whova app.

Session Availability

• Share the times throughout the Virtual Annual Meeting that you are/are not available to present a live

program or hold a Q&A during a recorded session.

• All efforts will be made to place selected programs based on your availability preferences, but we cannot

guarantee it.

• We will not be able to accept date changes following the program acceptance process, apart from an

exceptional circumstance.

• Times are broken down by morning and afternoon sessions. The times noted are in Central Time.

Presenter Expectations

• You must agree to the following items to officially submit your program:

o All members of the presentation team are interested in advancing the fraternity/sorority

profession.

o All members of the presentation team will be registered attendees of the 2020 Annual Meeting.

Presenters don’t have to be members of AFA, but they must register to attend the Annual

Meeting.

o No changes in schedule or program description can be made after Sunday, November 1, 2020.

o A program supplement or aid must be uploaded to the Whova meeting platform to assist in

participants learning in your session.

o All information provided has been reviewed and is accurate at the time of submission.